What questions should be asked when defining a workflow relevant business process?
The above diagram describes the input that is required when defining a workflow relevant business process. Listed below are questions that need to be asked and answered for each step / task of the process.
Briefly the areas that we concentrate on are as follows:
- Feeding Tasks / Events – This relates to the process that leads to the initiation of the task at hand. Is it called by a business event or does it follow another task?
- Following Tasks / Events – This refers to the departure points on conclusion of the task at hand. Several tasks can be created in parallel or a single task can be created. All need to be described. Business events may also be triggered from a task which, in turn, spawns other business processes.
- Supporting Data – This refers to all information that the person performing the task requires in order to perform the task successfully
- Resultant Data – This refers to all information that is created on the execution of the task that is relevant for future use in the process
- Task Detail – What functionality does the task itself have to provide the agent of the workflow?
Feeding Tasks / Events
- What precedes the initiation of this task? Event or Task or both?
- How are these events raised?
- What are these tasks and what are their timings?
Following Tasks / Events
- What tasks or events (or both) follow the completion of this task?
- Do these follow on tasks need to occur in parallel or series?
- Does any notification of the action taken to complete the task need to be made and to whom? This is treated as a follow on event.
- Do we need to wait for something (another event, terminating event) before the following tasks are called
- What data is required to be available, on hand, in order to complete the task successfully? This includes electronic and other media.
- What specific business objects are needed during the task life-cycle?
- What data is created by the task at hand that is relevant to the future process?
- Do we need to let the workflow know about any new data objects following this task?
- Can the task be rejected? If so please explain in detail the follow on process
- Does the task wait for a terminating event? If so what are these events?
- Where will the task be executed? ECC, CRM, UWL, Portal, Email, …
- Do you need a notification that you have a workflow item other than in the SAP Business Workplace?
- Who should perform this task? Role, user, manager, position, system
- Is there logic that needs to be applied to determine the task agent?
- Are their authorization requirements around who can execute this task?
- What actions does the person need to perform in order complete the task?
- Functionality, transactions , …
SLA - Service Level Agreement
- What is the latest that this task can start and finish (with reference to preceding tasks or workflow start)? Treat exceptions to these SLAs as follow on tasks
- What is the earliest that this task can start and finish (with reference to preceding tasks or workflow start)? Treat exceptions to these SLAs as follow on tasks
- Consider performance implications
- Consider data integrity issues
- Understand general security considerations
- Discuss and understand archiving requirements
- Understand the functionality of the workflow inbox
- Understand the needs around how the workflow tasks are to be delivered to the agent
- Via email
- Via the UWL on the portal
- Via SAP GUI
- Via smart device
- Via Web
- What are the reporting requirements around workflow?
- Standard Workflow Information System (WIS) reports
- Ensure that Basis have the monitoring capability for the workflow system
- Ensure that a workflow administrator is enabled and equipped to help correct errant workflows